JOURNEY MANAGEMENT CG01 ‐ CA
ALL‐HSE‐PRC‐190
Revised: March 2016
This document contains proprietary information belonging to ConocoPhillips Canada. It is intended to govern activities of ConocoPhillips
Canada employees and contractors who perform work at ConocoPhillips Canada worksites. Its most current version may only be relied upon
by those parties who receive a copy provided by ConocoPhillips Canada directly.
Table of Contents
Page
1.0 Purpose .......................................................................................................................................................... 2
2.0 Hazards to Mitigate ........................................................................................................................................ 2
3.0 Procedure‐Specific Roles and Responsibilities ................................................................................................. 2
3.1. Supervisors ................................................................................................................................................... 2
3.2. Drivers/Workers ........................................................................................................................................... 3
3.3. Contractors ................................................................................................................................................... 3
4.0 Procedure ....................................................................................................................................................... 3
4.1. Seatbelts ....................................................................................................................................................... 3
4.2. In‐Vehicle Monitoring System ...................................................................................................................... 3
4.3. Driver Fitness and Alertness ......................................................................................................................... 3
4.4. Distracted Driving ......................................................................................................................................... 4
4.5. Journey Management ................................................................................................................................... 4
4.5.1. Determining Necessity ..................................................................................................................... 4
4.5.2. Risk Management ............................................................................................................................ 4
4.5.3. Journey Management Plans ............................................................................................................ 5
4.5.4. Preparing for the Journey ................................................................................................................ 5
4.5.5. Undertaking the Journey ................................................................................................................. 6
4.5.6. Completing the Journey ................................................................................................................... 7
5.0 References ..................................................................................................................................................... 7
6.0 Document Retention ...................................................................................................................................... 7
Appendix A – Acronyms .......................................................................................................................................... 8
Appendix B – Definitions ......................................................................................................................................... 9
Appendix C – Safe Journeys Flowchart .................................................................................................................. 11
Appendix D – Journey Risk Assessment Tool ......................................................................................................... 12
Appendix E – Overdue Driver Response Procedure ................................................................................................ 13
Appendix F – Revision Record ............................................................................................................................... 14
JOURNEY MANAGEMENT
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1.0 Purpose
This Journey Management (JM) procedure is to ensure that personnel travelling on behalf of CPC do so in a
safe and managed environment.
This procedure provides:
A clear outline of JM expectations.
Journey planning guidelines.
Tools and processes for identifying and managing hazards when undertaking a journey.
Effective journey management will ensure:
Only business essential trips are completed.
Alternatives to land travel are considered.
Drivers are qualified to drive the vehicles required.
Drivers and supervisors understand their responsibilities.
This procedure does not apply to:
Travel not associated with business.
Travel via air or water.
Travel using all‐terrain vehicles (ATVs). See All‐Terrain Vehicles procedure.
Commercial driving requirements (e.g. hours of service).
Commuting using company or personal vehicles.
Note: Before commencing any journey, safer alternatives to land transportation must be considered (e.g.
flying).
This procedure applies to ConocoPhillips Canada (CPC) employees, full‐time equivalent contractors and
other contractors (within the terms of their contract).
2.0 Hazards to Mitigate
Distracted driving Malfunctioning/poorly maintained vehicle
Driver impairment (fatigue) Unsecured loads/ projectiles
Driver inexperience Other drivers
Poor road conditions Wildlife
Adverse weather (e.g. wind) Communication failure (e.g. cellular dead zones)
Time of day (e.g. reduced visibility)
3.0 Procedure‐Specific Roles and Responsibilities
3.1. Supervisors
Support, promote this procedure to minimize land transportation risks.
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Ensure that JM risk assessment and planning is performed according to this procedure.
Ensure that CPC drivers are trained as per the CPC training and competency matrix.
Ensure company‐owned, contracted, leased or rented vehicles are:
o Fit‐for‐purpose.
o Kept in safe working order in line with manufacturers’ specifications and local legislative
requirements.
Ensure drivers are appropriately licensed and are trained and competent as per the training and
competency matrix.
3.2. Drivers/Workers
Consider alternatives to land transportation.
Follow this procedure as applicable.
Maintain and carry current driving or operating license valid for the type of vehicle and
operating circumstance.
Only drive if mentally and physically capable of doing so.
Only drive if confident it can be done safely (e.g. driving large vehicles may be impractical if
inexperienced in doing so).
Consider work alone requirements when planning journeys.
Ensure familiarity with vehicle prior to travel (e.g. driver controls).
Ensure training is up‐to‐date and in alignment with the training and competency matrix.
3.3. Contractors
Meet or exceed the requirements in this document within the terms of their contract.
4.0 Procedure
4.1. Seatbelts
All occupants must wear seatbelts when:
The vehicle is in operation.
Buses are in motion (if available).
In the above cases, seatbelts may only be removed if specifically indicated (e.g. via signage) for a
particular area (e.g. travel over ice bridges).
4.2. In‐Vehicle Monitoring System
An in‐vehicle monitoring system (IVMS) must be installed and operational in all ConocoPhillips
owned or leased vehicles.
Drivers must be properly logged into the system, as applicable, prior to driving.
4.3. Driver Fitness and Alertness
A driver may not drive:
More than 3 hours consecutively before taking a break (minimum 15 min.).
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Under the influence of drugs or alcohol in accordance with CPC Substance Abuse Program.
If impaired by fatigue.
Also see Journey Risk Assessment (Appendix D).
4.4. Distracted Driving
All drivers must comply with the ConocoPhillips Mobile Device Safety Standard.
Mobile Devices (including hands‐free devices) may not be used:
While operating a company vehicle.
While operating a personal vehicle on company business.
While operating a personal vehicle on personal business if mobile device is company property or
company subsidized.
While the use of electronic navigational aids is encouraged, manual activation or manipulation of
the device is only permitted when parked.
Note: In the event of an incident, ConocoPhillips Canada (CPC) reserves the right to examine any
driver’s phone records for proof of compliance with the ConocoPhillips Mobile Device Safety
Standard.
4.5. Journey Management
All journeys must be assessed for business necessity. If deemed necessary and alternatives to
driving are not feasible, additional actions must be taken. See Safe Journeys Flowchart – Appendix C.
Note: Journeys will be managed with the assistance of a third party Journey Management Provider.
4.5.1. Determining Necessity
Before planning for a journey, assess whether the trip is business essential. If it is
determined that trip cannot be avoided, follow the Safe Journeys Flowchart (See Appendix
C) for details.
4.5.2. Risk Management
The driving risk assessment should be completed before each driving journey when deemed
necessary based on Appendix C – Safe Journeys Flowchart. The score from the CPC driving
risk assessment provides the information necessary to determine whether a journey needs
further approval before the journey begins.
A journey risk assessment must be completed for all non‐routine journeys (See Appendix D)
or any journey where the driver may be impacted by fatigue, medication, or severe weather
conditions. Risk assessments are completed by the driver.
Note: For Surmont, roads are given a status based on conditions. Actions based on road
status must be adhered to.
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Surmont Road Status
Status Road Conditions Action
Level 1 – Green Good No restrictions
Level 2 – Yellow Caution No restrictions
Level 3 – Orange Poor Travel restrictions implemented
Level 4 – Red Closed Travel not permitted
4.5.3. Journey Management Plans
Hazards must be considered for all journeys (routine and non‐routine). Journeys determined
to be medium or high risk (refer to Appendix D, Journey Risk Assessment) must be approved
and a journey management plan must be in place prior to the start of the journey.
Journey management plans must be completed by the driver, using a third party JM
Coordinator. JM plans will be forwarded to the work supervisor by the third party JM
coordinator. Work supervisors may choose to require journey management plans for all
journeys their employees take. In making their decision they should consider:
Driver experience.
Past experiences with the driver.
Personal preference.
Frequency of travel.
Journey management plans (see Appendices F/G) must include:
The route.
Planned stops.
Anticipated hazards/defenses (e.g. emergency preparedness measures).
Loads (if applicable).
Timeline (estimated time of arrival).
Driver qualifications.
Check‐in requirements.
Vehicle information.
Journey Risk Ranking
Driver and passenger information.
Contact information.
Supervisor approval details (as required).
4.5.4. Preparing for the Journey
Just before commencing a journey:
Visually inspect vehicle.
Ensure loads are secure.
Evaluate road conditions.
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Note: Documentation not required.
4.5.5. Undertaking the Journey
Fueling Do not fuel vehicles while running.
Do not smoke or use cell phones or other electronic devices.
Ground gasoline containers prior to filling.
Parking Do not park vehicles in areas that interfere with traffic flow or
operating activities.
Back‐in to parking stalls if safe to do so.
Ensure safe means of emergency egress.
Use spotters when in congested areas, areas with restricted visibility
or when driving large vehicles.
Check‐In Check‐in should be ≤ 3‐hour intervals.
Increase check‐in frequency for higher risk journeys.
Agree to check‐in frequency with third party JM coordinator.
During unanticipated stops ≥ ½ hr.
Incident Report any driving incident immediately to driver’s direct supervisor
Management and HSE representative according to HSE Incident Reporting Program.
Supervisor must follow the HSE Incident Reporting Program for any
incidents.
When applicable, notification must be made to:
ConocoPhillips Claims Centre (fax COP Vehicle Accident Report
within 24 hours of incident).
Crisis Notification Hotline 1‐800‐447‐6166 (notification made by
CPC HSE Manager)
ConocoPhillips Canada Security Manager 403‐233‐4000.
The rental company (if applicable).
Law enforcement if on public roads and in excess of the
jurisdictional threshold (see notes below).
Overdue See Appendix E.
Traveler
Emergency Call 911 if necessary.
Response Follow the applicable vehicle extraction procedure.
Other Law enforcement must be contacted if the accident involves any
suspicion that any driver may be guilty of a Criminal Code offence such
as impaired driving, hit and run, etc.
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Ensure emergency equipment is available as required (e.g. first aid kit,
high visibility vest, flashlight, candles, blanket, etc.)
Note: Law enforcement in Alberta must be contacted with combined damage ≥ $2000.
Note: In British Columbia, any vehicle incident must be reported to Insurance Corporation of
British Columbia ICBC.
4.5.6. Completing the Journey
Upon completion of a trip:
Perform final check‐in.
Report any near misses or other incidents.
5.0 References
ConocoPhillips Global Substance Abuse Policy and Canada Addendum.
ConocoPhillips North American Vehicle Fleet Policy.
Mobile Device Safety Standard.
Vehicle Accident and Claims Reporting procedure of the Canadian Business Unit Driver Guidelines,
Section 14.
ATV procedure ALL‐HSE‐PRC‐417.
CPC Substance Abuse Program.
HSE Incident Reporting Program ALL‐HSE‐PGM‐434.
Incident Investigation Procedure ALL‐HSE‐PRC‐437.
6.0 Document Retention
Record Owner Classification Retention
BU or Functional Department
Journey Management Plans HE11‐CA Event + 2 years
as applicable
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Appendix A – Acronyms
ATV All‐Terrain Vehicle
ERP Emergency Response Plan
ETA Estimated time of arrival
IVMS In‐vehicle monitoring system
JM Journey Management
MSA Master Service Agreement
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Appendix B – Definitions
Company Sanctioned An employee or authorized contractor who operates any vehicle that is owned, leased or rented by the
Driver company, or operates a personal vehicle operated for company business purpose for which the driver
receives compensation from the company.
Company Vehicle Any vehicle owned or leased by ConocoPhillips Canada
Contractor A company that provides equipment, personnel, and services for CPC under the terms of a contractual
agreement and whose personnel are under the direct control of the contracting company. This only includes
contractors with an MSA.
High‐Risk Journey No travel permitted without approval from the appropriate management representative. Red (Surmont Road
Status) or closures, flooding etc. as determined by area supervisor or Environment Canada weather advisories.
Ice Roads Frozen, human‐made structures on the surface of bays, rivers, lakes, or seas in the north. They link dry land,
frozen waterways, portages and winter roads and are usually made each winter (e.g. the road from Inuvik to
Norman Wells).
Journey Management Third party call center, manned 24 hours, which collects and records journey information from drivers and
Provider tracks their journey to completion.
Journey Management Third party support. Their role is to help manage safe journeys (e.g. record journey management plan and
Coordinator check‐in support).
Journey Travel for CPC business purposes, in a company‐sanctioned vehicle when the driver is travelling during
working hours. A journey may be a single trip from point A to point B or may consist of a series of anticipated
stops within a single day. Drivers may be either employees or authorized contractors.
Land Transportation Travel by vehicle on roads (e.g. paved, gravel, ice).
Leased Vehicle Use of a motor vehicle for a fixed period of time greater than one month at an agreed amount of money.
Low Risk Journey A non‐routine journey that based on the assessed risk (using the Journey Risk Assessment ‐ Appendix C) does
not require that a journey management plan be completed.
Medium Risk Journey A non‐routine journey that based on the assessed risk (using the Journey Risk Assessment ‐ Appendix D)
requires that a Journey Management plan be completed.
Mobile Device Cellular and other mobile telephones, electronic laptop, notebook and tablet computers, pagers, global
positioning devices and other similar electronic communication devices which facilitate both simplex (push to
talk) and duplex (multi directional simultaneous conversations), when those devices are being used as a means
for answering or placing calls, reading or answering messages or electronic mail, and other operations requiring
active manipulation of the device, including devices capable of being operated in hands free or hand held
modes. Mobile devices include those that are company property or company subsidized, as well as personal
property. For the purposes of this procedure, the definition of mobile devices excludes the use of push to talk
two‐way radios, but only when being used on radio assisted/controlled roads or during a declared emergency.
Non‐Routine Journey Journeys which fall outside of the definition of routine journey.
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Routine Journey The route is regularly travelled by the driver at least once per week or shift for the purpose of work and the
road conditions and weather are considered normal or as expected for that time of year (e.g. Operator
regularly travelling the same route to go from lease to lease).
Note: Adverse weather conditions (e.g. blizzard or ice storms) are not considered normal and are therefore a
deviation from routine travel.
Trip To go to another place (e.g. city) and return. A trip may consist of several journeys. (e.g. driving from Calgary
to Edmonton and then returning back to Calgary).
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Appendix C – Safe Journeys Flowchart
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Appendix D – Journey Risk Assessment Tool
This tool does not encompass all of the hazards with driving. It is ultimately the responsibility of the driver to make
an educated decision on whether road travel is acceptable.
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Appendix E – Overdue Driver Response Procedure
If the driver fails to check‐in at the agreed upon required check‐in time, an alarm will be triggered. A driver is
missing after failure to establish contact within 30 minutes of declared journey end time on the form (unless
time updated with the journey management coordinator). At this stage the ConocoPhillips emergency
response plan is activated.
Stage 1 Response Journey management coordinator (Third party or other agreed
upon contact):
(Within 15 minutes of anticipated
check‐in) Attempts to contact the driver via all means (phone, text,
email and/or destination)
Stage 2 Response Journey management coordinator (Third party or other agreed
upon contact):
(up to 30 minutes beyond anticipated
check‐in ) Continue contact attempts as per Stage 1.
Stage3 Response Journey management coordinator (Third party or other agreed
upon contact):
(when unable to contact driver > 30
minutes from anticipated check‐in) Contacts CPC emergency number (1‐800‐661‐9525) to report
missing driver.
Note: Surmont travel ‐ notify the Surmont Security Department
(780‐792‐7933 and 780‐598‐4710)
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Appendix F – Revision Record
Page#
37T
Previous Information Change Assessment
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